Within payroll, there are a number of files that can be allocated to a Shared Folder where other users may access them. This reduces the risk of one user access to primary payroll files.

There are two functions; Read only and Read/write, which will require to be attached to ‘User Function Access’ within user maintenance.

Function Maintenance

For shared folders to operate effectively two functions are required; Read only and Read/write.

System > System Setup > Function Maintenance

Click Add
Function name for Read function eg SFPRREFT
Function name for Read/Write function eg SFPRWEFT
Description of the shared folder
Type = Function
Module = SY-System
Category = UNUS–unused
Save

Shared Folders

Shared folders allows you to set up folders that can be accessed by several users and allow them to share files within COINS.

System > System Setup > Shared Folders

Directory is the name of the shared folder. Once saved the record creates a directory and this is used in the full file string on the parameter for where the file is to be stored.

Payroll requires two shared Folders: Payroll Bank Files STP log files

Select Add
Directory is the name of the shared folder eg eft_pr and stp_pr
Description of the Shared Folder
Read Function is the function code to grant Read access eg SFPRREFT
Write Function is the function code to grant Read/write access eg SFPRWEFT

User Maintenance

Once technical support has created the Functions for the Shared Folders, user access is assigned to these folders.

System > User Maintenance > User

NOTE:

You cannot change the access rights for the Root group or SYSAdmin user

Find ‘User ID’
Open the user via the hyperlink (name)
Navigate to ‘User Function Access’ Tab
Filter for function ‘SFPR*’ this will display shared folders set up for Payroll. Eg SFPRREFT and SFPRWEFT
Select the functions you need to assign to the user
In the Choose Action list select:

Set Access to Yes

Set Access to No

Set Access to Group

7. When the user navigates to ‘Report Status > My Files’ a Folder drop down will appear on the user to select the shared folder.

Payroll Parameters

The below parameters can be mapped to a shared folder.

Payroll > Global Setup > Parameters

Parameter	Description of file	Example
PR-EMPEARNFILE	Employee earnings export file	$BASE/var/home/eft_pr/empearn.csv
PR-PAYSUMMARYFILE	Payment Summary – EMPDUPE file	$BASE/var/home/eft_pr/[KCO]-paysummary.txt
PR-SUPERANNUATIONFILE	Super extract file for Clearing House	$BASE/var/home/eft_pr/[KCO]-super.csv
PR-TFNFILE	Tax File Declaration file	$BASE/var/home/eft_pr/[KCO]-TFNDEC.csv

BACS File

The below parameter for the EFT file can be mapped to the shared folder.

Payroll > [Pay Frequency] > Setup > Parameters

Parameter	Description of file	Example
BACSFILE	EFT file for wages	$BASE/var/home/eft_pr/[KCO]-[DATE=yyyymmdd]-weekly-eft.aba

NOTE: In the name of the file, it is recommended to use company, date and time stamps for file history.

[KCO]_[DATE=YYYYMMDD]_[TIME=HHMMSS]

STP Files

When a STP file is submitted, a number of log files are generated. The following parameters can be mapped to a separate shared folder.